Employee Maintenance - Personal Section

1. Go to Human Resources. Click on Employees.
2. Enter Employee WIN and click on 'Lookup Employee', or click on 'List' to select desired record from employee listings.
3. Once the employee record is shown, click on the 'Personal' tab in the Employee Maintenance page. Use the arrows in the upper part of the screen to navigate between employee records.
   Data which appears under this particular tab include:
   • View mailing address: Checkbox must be active to display mailing address fields.
   • Street Address: It is the contact mailing address. Field allows up to 40 characters.
   • Street Address 2: It is an additional field for contact mailing address.
   • City: Town or location where address is located.
   • State: Local state or province where city is located.
   • ZIP Code: Enter local postal code.
   • Phone Number: Enter employee personal telephone number. DO NOT use parentheses, or dashes. Enter phone number digits only.
     NOTE: It is also recommended that users from the same company adhere to a standard phone number format. Using the same criteria when entering phone numbers will always help to avoid confusions when consulting employee data.
     • If using the international 10-digit format, begin all phone numbers with country code followed by local area code and local number.
     • If using national format, do not enter country code, and begin all phone numbers with area code followed by local number.
     • If site requirements dictate that only local phone numbers need to be stored, then avoid including country or area codes in some employee records.
   • Passport ID: Field allows up to 20 characters. Validations vary from country to country. Consequently, the HR user must contact IPS administrators at ips.support@xerox.com to indicate how local passport IDs are made up in their countries. System administrators will set validations accordingly for that particular country (or company code), so any value that does not fit the requirements is rejected.
     For example, in some countries, passport IDs may include letters, yet in some other places alphabetic characters may not be allowed.
     NOTE: In case no validation has not been setup, this field will allow user to enter up to 15 numeric characters only.
   • Mobile: Enter employee cellular phone number. Follow same indications as in Phone.
   • Expatriate: Value is set to "No" by default. User may change it to "Yes" if employee is residing in a country other than that of legal residence.
   
   Countries of Legal Residence
   • Country 1: Select the employee's main country of legal residence, and check the box "Enable Editing" to select another country of legal residence if necessary (Country2).
   
   Work Permit Information
   • Work Authorization Needed: Click on this checkbox if employee is under age, or requires other type of permit to perform labor.
   • Work Permit Country Code: Use drop down menu to select the country that issued the work permit.
   • Work Permit Type: Use drop down menu to select the kind of document that allows the employee to actually work in that country (Visa, Work Permit or Work Authorization).
   • Work Permit Expiration Date: Use display calendar to set date when employee permit expires.
   
   Emergency Contact Information
   • Relationship: It refers to the existing relationship of the employee with the individual noted in this section. Select one of the options provided in drop down menu, or simply set it as < None >.
   • First Name: It is the contact's given name.
   • Last Names: It is the contact's surname or family name.
   • Street Address: It is the contact mailing address. Field allows up to 40 characters.
   • Street Address 2: It is an additional field for contact mailing address.
   • City: Town or location where address is located.
   • State: Local state or province where city is located.
   • ZIP Code: Enter local postal code.
   • Phone: Enter contact telephone number. DO NOT use parentheses, or dashes. Enter phone number digits only. Follow the same indications mentioned above.
   NOTE: Eventually, any employee could be required to update or confirm own Mailing Address, Email Address or Emergency Contact Information from the Infobank site. The data changes will be reflected in IPS about 48 hours after having been updated in Infobank.
   
   Employee Particulars
   
   • Academic Level: It refers to the employee highest level of education. Use drop down menu to select the most appropriate option.
   • Title: This field may be used in case employee has an academic degree, e.g. Engineer, Doctor, Lawyer.
   • Physical Condition: It refers to employee health. User may enter observations regarding employee medical history.
   • Height: Enter employee height. See note below for clarification.
   • Weight: Enter employee weight. See note below for clarification.
   • Blood Type: Enter value according the Landsteiner or ABO classification.
   NOTE: Based upon the local HR office request, IPS administrators will set company code parameters to either Metric or English System, so the corresponding unit (m. for meters, ft. for feet, kg. for kilograms, lb. for pounds) is shown next to employee height and weight information.
   
   Spouse and Parents Information
   
   • Marital Status: Use drop down menu to select apporpriate option.
     Adding spouse and parents information:
     
     

     Click on Spouse, Father or Mother to enter the corresponding data (Name, date of birth, mailing address, etc).

     
     Dependant/Children Information
     
     
     1. Relationship to Employee: Use must click on "Add" to register a new dependant or child of the employee.
     2. A new window will be presented so the user fills the necessary information which includes selecting the relationship of the dependant/child with the employee.
     3. Once the dependant/child is added to the list which appears under this section, the system will provide links to either View or Change the data. Click on the corresponding link to gain access to data and view / make changes as desired.
   
   These options are restricted to users with access privileges to edit employee data.
   
   
   Users from company code CHNA (China) will see an additional section called Employment Eligibility Information, which contains the following fields:
   
   • Working Start Date: It refers to the date in which employee graduated from college and is therefore eligible to be employed. It must be prior or equal to employee First Hire Date.
   • Adjusted Working Start Date: This date makes reference to the day in which employee took his/her first job, either in this company or any other. Adjusted Working Start Date must be greater or equal than employee Working Start Date.
   
   
   

   Related Topics

   
   

   Searching for an existing employee